Administrative Assistant
3 weeks ago
Administrative Assistant Responsibilities
- The AA will provide high-level administrative support to VP & CEO
- Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents
- HR duties as needed. Prepares and manages the recruitment functions including posting jobs, scheduling interviews, conducting background/reference checks
- Screen and direct phone calls and distribute correspondence
- Organize and maintain calendars and schedule appointments
- Maintains all personal records in detailed organized fashion
- Extensive travel arrangements
- Performs office tasks including maintaining records and organizing expenses to present to accountant
- Run errands as needed
- Schedule maintenance providers for homes and all properties, as needed
- Liaise with housekeepers to ensure the home is fully stocked with required supplies
- Extensive interaction with dignitaries
- Handle and prioritize all of the duties/responsibilities assigned
General Responsibilities
- Maintain confidentiality and discretion on all personal matters
- Ability to read, listen and communicate effectively both verbally and in writing English and Spanish
- Always maintain a professional image in appearance/attire and conduct
- Ability to work & communicate effectively with personnel
- Excellent time management skills with a proven ability to meet deadlines
- Be able to multitask
- Extensive knowledge of office administration and some HR, as needed
Qualifications
- Proficient in Microsoft Office suite
- Experience in managing multiple priorities, administrative coordination, and logistics
- Well-organized, detail-oriented, ability to multi-task with great follow-up skills
- Strong written and verbal communication skills
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